Agenda of Special Meeting of Council - 5 June 2017€¦ · Special Meeting of Council Monday, 5th June 2017 Commencing at 7.00pm ... 3.1 2017/18 BUDGET SUBMISSIONS Contact Officer:

Agenda Special Meeting of Council

Monday, 5th June 2017 Commencing at 7.00pm Council Chamber 1230 Nepean Highway, Cheltenham kingston.vic.gov.au John Nevins Chief Executive Officer Kingston City Council

City of Kingston Special Meeting of Council

Agenda 5 June 2017

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Notice is given that a Special Meeting of Kingston City Council will be held at 7.00pm at Council Chamber, 1230 Nepean Highway, Cheltenham, on Monday, 5 June 2017. 1. Apologies 2. Foreshadowed Declaration by Councillors, Officers or Contractors of any

Conflict of Interest Note that any Conflicts of Interest need to be formally declared at the start of the meeting and immediately prior to the item being considered – type and nature of interest is required to be disclosed – if disclosed in writing to the CEO prior to the meeting only the type of interest needs to be disclosed prior to the item being considered.

3. Corporate Services Reports

3.1 2017/18 Budget Submissions ................................................................ 5

3.2 Submissions Received on the Draft Council Plan 2017-21 .................. 23 4. Confidential Items

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Special Meeting of Council

5 June 2017

Agenda Item No: 3.1

2017/18 BUDGET SUBMISSIONS Contact Officer: Caroline Reidy, Manager Finance and Corporate Performance

Purpose of Report

The purpose of this report is to consider the submissions received in relation to the Proposed 2017/18 Draft Budget.

Disclosure of Officer / Contractor Direct or Indirect Interest

No Council officer/s and/or Contractor/s who have provided advice in relation to this report have declared a Conflict of Interest regarding the matter under consideration.

OFFICER RECOMMENDATION

That Council notes that five formal submissions were received on the 2017/18 Budget for consideration prior to the adoption of the Budget and the declaration of rates and charges at a Special Council meeting to be held on 13 June 2017.

1. Executive Summary

In accordance with Sections 127 and 158 of the Local Government Act, Council advertised that its draft Budget was available for inspection and invited written submissions on any proposal contained in the draft Budget on Thursday 27 April 2017. Section 127 requires that the Budget must be on display for at least 28 days and that Council consider any submissions received from interested parties pursuant to Section 223 of the Local Government Act. The period for submissions relating to the 2017/18 Budget and Statutory Disclosures closed at 5.00pm on Monday 29 May 2017 with formal adoption scheduled for a Special Council meeting at 7.00pm on 13 June 2017. Any additional submissions will be brought to the attention of Council as they are received and tabled at the Special Council Meeting on 5 June 2017.

2. Consultation Process

The statutory consultation period for the draft Budget ran from 28 April to 29 May 2017. A public Information Session was held on Wednesday 10 May 2017 which was widely advertised with invitations emailed to Council’s Advisory Committees, Access and Equity Committee, business networks, and local sports clubs. Nine community members attended the session.


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Consultation and promotion methods included:

Advertisements in the Leader (display ad and advertorial), the Age (public notice), and on Facebook.

Online survey and formal submission template.

Copies of the Draft Budget, Council Plan, the Strategic Resource Plan and the Annual Action Plan available online and displayed at customer service centres and Kingston’s libraries.

Promotion on LCD screens in libraries and customer service centres.

Promotion on Council’s My Community Life site.

‘On hold’ messages on phone calls to the customer service centres.

Use of Eventbrite online registration system.

Public Information Session with opportunity for feedback through iPads. Key Consultation Statistics

Formal Submissions (detailed below) 5

Attendances at Information Session at Council Offices 9

Total Visits to Draft Budget 2017/18 page on YourKingstonYourSay.com.au

138 hits

Surveys completed 3

General Comments from Surveys:

o More resources to upgrade facilities to local Sporting Clubs

o Implement bus route upgrades around Cheltenham

o The need and timing of Dingley Village Sporting Ground

2. Discussion

Five formal submissions on the Budget had been received at the time of preparing this

report. These are summarised below with the full submissions attached to this report.

Submission

1 Melissa McCabe Received 19th May 2017 Talab Court and Third Avenue, Chelsea Heights reserve upgrades to include BBQ’s

Officer Comment The Open Space Strategy and Playground Strategy guide the development of appropriate facilities within different categories of parks. Talab Reserve and Third Ave Reserve are classified as Neighbourhood Playgrounds, which means the park serves just the immediate neighbourhood and intended for shorter visits. Facilities such as BBQ’s are not expected at a neighbourhood park with these facilities targeted to parks that attract people from a larger catchment area (such as Bicentennial Park and George Woods Reserve) and have toilets to support people having BBQ’s and gatherings. The reason BBQ’s are placed in larger open spaces is that BBQ’s are associated with


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Submission

cooking and social gatherings that generate more noise, litter and cooking smells. This can be a source of some annoyance for surrounding residents and ongoing complaints – which is a key reason most councils don’t provide BBQ facilities in neighbourhood (small) parks. Third Ave Reserve play upgrade has been designed to retain a small area of green

open space. A double shelter has a large footprint of 10m x 5m and is not recommended in a small park, as it dominates the space and will reduce the remaining grass area that is so important for children to have for running around, informal ball games etc. Grass areas are also important for nearby residents to use for non-playground related activities, such as walking their pets. All facilities have to be maintained regularly and cleaned, so the strategy helps manage resources and direct BBQ’s to regional (larger) parks or where toilet facilities are also available. A conduit has been installed under the concrete slab at Talab Court Reserve to future proof the design. However there is currently no electrical meter in the park or toilet facilities which would also need to be considered in resource allocation.

2 Kelvin Thomson Received 24th May 2017 $25,000 to join The Alliance for Gambling Reform

Officer Comment Kingston Council has received an invitation on 10 April from Alliance for Gambling Reform on this matter. This proposal is being addressed as a separate briefing with a report to be considered at a Councillor Information Session in June.

3 Karina Couronne Received 29th May 2017 Lighting at Kevin Hayes Reserve

Officer Comment Council prioritises funding for the installation of public lighting toward key paths in high use areas to improve safety and pedestrian use, these projects are usually undertaken as part of implementing other capital improvements at the given location. Whilst it is recognized that Kevin Hayes Reserve is a well-used dog off lead park and the linkage path is frequently used. Council has recently installed furniture and a shelter to meet community requests, however, to date council has not prioritised the installation of public lighting at any dog off lead parks within Kingston. If Council were to provide funding for lighting Kevin Hayes Reserve officers would propose it be installed along the path and designed to also provide light spill into the park for the dog off lead area. It would cost approximately $85,000-$100,000.


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4 Melissa McCabe Received 29th May 2017 Running Track at Bicentennial Park, Chelsea

Officer Comment Council is in the final stages of delivering an extensive park improvement program at Bicentennial Park. In preparing for this work extensive community consultation was undertaken which at that time did not envisage the need for a running circuit path and lighting. Further research, design and geotechnical investigation would be initially required install a path and lighting given the previous landfill use of the site which presents restrictions. It is estimated that these works would require $50,000 to complete. Following these investigations a period of community consultation would be undertaken with users of the park to confirm alignment, material, length etc.

5 Byron Douglas Received 29 May 2017 Annual dredging and maintenance of Mordialloc Creek facilities

Officer Comment The forward capital works plan includes budget allocation for proactive maintenance of mooring infrastructure within Mordialloc Creek. Council has completed $80,000 in maintenance work to mooring infrastructure within Mordialloc Creek as part of the 2016/17 Capital Works program. Included within the Long Term Financial Plan for Capital Works is the dredging works to the Mordialloc Creek, the dredging works are forecast for the 2018/19 year of the Capital Works budget. As part of the planning for the project works Council is considering best cost options that consider; construction methodology and environmental management given the existing site conditions and soil profile.

Detailed responses to each of the formal submissions will be provided following the adoption of the Budget.

Appendices

Appendix 1 - Budget 2017-18 Submissions (Trim No 17/80129) ⇩

Author/s: Caroline Reidy, Manager Finance and Corporate Performance

Reviewed and Approved By: Paul Franklin, General Manager Corporate Services

3.1

2017/18 BUDGET SUBMISSIONS

1 Budget 2017-18 Submissions ....................................................... 11

Appendix 1 3.1 2017/18 Budget Submissions - Budget 2017-18 Submissions

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Appendix 1

3.1 2017/18 B

udget Subm

issions - Budget 2017-18 S

ubmissions

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Appendix 1

3.1 2017/18 B

udget Subm

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Special Meeting of Council

5 June 2017

Agenda Item No: 3.2

SUBMISSIONS RECEIVED ON THE DRAFT COUNCIL PLAN 2017-21 Contact Officer: Annette Forde, Acting Team Leader Corporate Performance

Purpose of Report

To inform Council about the submissions received on the Draft Council Plan 2017-21 and any proposed changes to the final draft of the document.

Disclosure of Officer / Contractor Direct or Indirect Interest

No Council officer/s and/or Contractor/s who have provided advice in relation to this report have declared a Conflict of Interest regarding the matter under consideration.

OFFICER RECOMMENDATION

That Council:

1. Note the submissions received to the Draft Council Plan 2017-21

2. Consider any resulting proposed changes to the Council Plan

1. Executive Summary

A 28-day public consultation period was held for the Draft Council Plan 2017-21. Nine residents attended a public information session, with 475 visits (410 unique) to the Council Plan web page and 12 online surveys completed. Council received seven written submissions relating to the Council Plan / Strategic Resource Plan:

Three submissions focus on the Bay Trail. Those comments have also been added to the online Bay Trail consultation.

Other submissions focus on provision of multi-functional sporting grounds and facilities, Mordialloc Creek, and service descriptions.

2. Background

All Victorian councils are required to adopt a Council Plan by 30 June and submit it to the Minister for Local Government in the year following a local government general election. Councillors developed the Council Plan’s five goals, and its strategic directions, at a workshop in February 2017. At its Ordinary Council Meeting on 26 April 2017, Council resolved to invite public submissions on the Draft Council Plan 2017-21 during a 28-day consultation process as required under sections 125 and 126 of the Local Government Act 1989


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In addition to the draft Council Plan, the Strategic Resource Plan and the Annual Action Plan were available for feedback.

Consultation and promotion methods included:

Advertisements in the Leader (display ad and advertorial), the Age (public notice), and on Facebook.

Online survey and submission template.

Copies of the Council Plan, the Strategic Resource Plan and the Annual Action Plan available online and displayed at customer service centres and Kingston’s libraries.

Promotion on LCD screens in libraries and customer service centres and on Council’s My Community Life site.

‘On hold’ messages on phone calls to the customer service centres.

A Public Information Session on 10 May which was widely advertised with invitations to Advisory Committees, Access and Equity Committee, business networks, and local sports clubs. Nine community members attended the session.

The results of the formal submission process and online consultation are detailed below.

3. Discussion

3.1 Formal submissions on the Council Plan and Strategic Resource Plan There were seven formal submissions on the Council Plan, as reproduced below and in Attachment 1. The submissions have been reviewed by Council Officers and comments provided below:

Submission

1 Michael Peck Does not wish to be heard at Council Bay Trail

Officer Response: Council has conducted further consultation on the preferred option for the Bay Trail, with a decision yet to be made on the final alignment. This submission has also been added to the current online Bay Trail consultation.

Proposed action: No change to the draft Council Plan 2017-21.

2 Anabel Meyers Does not wish to be heard at Council Bay Trail




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Submission

3 Paul Gardner Does not wish to be heard at Council Submission: Bay Trail



4 Lance Draper Mordialloc Sporting Club May wish to be heard at Council Submission: Provision of Sporting Fields in Kingston

Officer Response: The provision of sufficient sports grounds is one of Council’s priorities. Goal 2 of the draft Council Plan 2017-2021 identifies sports grounds as a key direction for Council, and Council’s Annual Action Plan includes actions that directly relate to the provision of adequate sports grounds, as follows: Council Plan 2017-2021

2.4 Review and implement the Open Space Strategy to ensure high quality and increased capacity of the open space network

o 2.4.1.5 Undertake a Dingley sports ground feasibility study including

investigation of the suitability of the Spring Road land in Dingley for sports grounds

o 2.4.1.7 Undertake a review of the potential for sports ovals and supporting

infrastructure in the Green Wedge

‘2.5 Provide for a variety of sport and recreation opportunities across Kingston through the sport and leisure strategy’

o ‘2.5.1 Determine and respond to the current and future needs of sports

clubs for facilities and open space planning.’ 2.5.1.1 Develop a sport and leisure strategy to respond to the

increasing current and future demands on facilities in Kingston 2.5.1.4 Continue to invest to increase the capacity of existing sports

fields 2.5.1.6 Encourage partnerships to provide and share facilities that

accommodate the growing demand for sport and recreation including regionally based opportunities

2.5.3.1 Plan for ready access to quality, multi-use sporting facilities Kingston Green Wedge Plan In addition, the Kingston Green Wedge Plan (p.56) identifies that:

‘In general, multi-function facilities should be supported such as…Possible dual use of sporting fields for soccer, baseball, other field sports. Possible for some of the fields to have ground markings for each of these sports, with baseball mounding relocated to the field only for the duration of the season…’

The Kingston Green Wedge Plan also identifies the possibility that ‘one larger sportsground facility that functions as a premier sporting venue to cater for a range of field sports could be developed. At present, a regional indoor facility (other than for


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Submission

equestrian purposes) is prohibited by the Green Wedge zone provisions, however this may change with proposed amendments to the zone provisions’. Planning Our Future Council’s recent Planning Our Future publication (May 2017, pp.14-15) recognises that, due to population growth and increased female participation, local sports grounds across the south-east are facing growing unprecedented demand. Identifying new sports playing fields and redevelopment of ageing facilities is seen as an urgent need with Kingston in a position with its Green Wedge to provide a unique response to address regional sporting needs. In opening the 38ha Spring Road Reserve, Council has taken the first step in activating this site. In order to meet increasing demand, Council is actively examining constructing two playing fields, pavilion and lighting at the site and looks to State Government financial support. Due to the significant earthworks required for the removal of level crossings, an opportunity exists to reuse the soil in Kingston’s Green Wedge to create regional playing fields on land already under public acquisitions overlays such as the Delta site (91-185 Kingston Road, Heatherton). This would also provide significant cost benefits to State Government. Advocacy to the Victorian Government In May 2017, Council, along with 9 Members of Parliament and the CEOs of the Level Crossing Removal Authority, Parks Victoria and Melbourne Metro Rail Authority, wrote to the, Premier of Victoria, the Hon Daniel Andrews, outlining the strategic opportunity to reuse soil from the level crossing removal project to develop sportsgrounds at the Delta site and Spring Road Reserve.


5 Rick Nixon Does not wish to be heard at Council Building Permits, Bay Trail and Customer Service

Officer Response: Building Permits Council’s building department is currently not in the process of issuing Building Permits, due to resourcing matters. At present, Council’s Building Department is focusing its service on dealing with building related complaints and enforcement of building regulatory compliance. Since 1996, ratepayers have had the option of engaging a Private Building Surveyor to undertake the functions relating to Building Permit issue, hence Council has not been the only option when seeking a Building Permit. The functions of the Private Building Surveyor are identical to those of Council’s with relation to building permit issue. Council’s capacity to undertake the building permit function will be further reviewed in the next 12 months. This submission has also been added to the current Bay Trail consultation.

Bay Trail Council has conducted further consultation on the preferred option for the Bay Trail, with a decision yet to be made on the final alignment and car parking arrangements. This submission has also been added to the current Bay Trail consultation.


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Submission

Customer Service Council provides for service requests, and many types of Council payments, to be made online; this allows people to do things at a time that is convenient for them rather than have to call or visit Council during business hours. All online requests are required to be actioned within the same timeframes as the requests that come through via the phone or in person. In the event a customer requires an update on the status of their request – this needs to be done over the phone or face to face. Unfortunately, this cannot yet be done online however this is something we are working to address. Completion of drainage works can appear ‘invisible’ to observers, even when rectified. All the requests have been actioned with works completed to resolve the issue where required.


6 Robert Dougherty Does not wish to be heard at Council Submission: Provision of Sporting Fields in Kingston

Officer Response: The provision of sufficient sports grounds is one of Council’s priorities. Goal 2 of the draft Council Plan 2017-2021 identifies sports grounds as a key direction for Council, and Council’s Annual Action Plan includes actions that directly relate to the provision of adequate sports grounds, as follows: Council Plan 2017-2021

2.4 Review and implement the Open Space Strategy to ensure high quality and increased capacity of the open space network

o 2.4.1.5 Undertake a Dingley sports ground feasibility study including

investigation of the suitability of the Spring Road land in Dingley for sports grounds

o 2.4.1.7 Undertake a review of the potential for sports ovals and supporting

infrastructure in the Green Wedge

‘2.5 Provide for a variety of sport and recreation opportunities across Kingston through the sport and leisure strategy’

o ‘2.5.1 Determine and respond to the current and future needs of sports

clubs for facilities and open space planning.’ 2.5.1.1 Develop a sport and leisure strategy to respond to the

increasing current and future demands on facilities in Kingston 2.5.1.4 Continue to invest to increase the capacity of existing sports

fields 2.5.1.6 Encourage partnerships to provide and share facilities that

accommodate the growing demand for sport and recreation including regionally based opportunities

2.5.3.1 Plan for ready access to quality, multi-use sporting facilities Kingston Green Wedge Plan In addition, the Kingston Green Wedge Plan (p.56) identifies that:

‘In general, multi-function facilities should be supported such as…Possible dual use of sporting fields for soccer, baseball, other field sports. Possible for some of the fields to have ground markings for each of these sports, with baseball


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Submission

mounding relocated to the field only for the duration of the season…’ The Kingston Green Wedge Plan also identifies the possibility that ‘one larger sportsground facility that functions as a premier sporting venue to cater for a range of field sports could be developed. At present, a regional indoor facility (other than for equestrian purposes) is prohibited by the Green Wedge zone provisions, however this may change with proposed amendments to the zone provisions’. Planning Our Future Council’s recent Planning Our Future publication (May 2017, pp.14-15) recognises that, due to population growth and increased female participation, local sports grounds across the south-east are facing growing unprecedented demand. Identifying new sports playing fields and redevelopment of ageing facilities is seen as an urgent need with Kingston in a position with its Green Wedge to provide a unique response to address regional sporting needs. In opening the 38ha Spring Road Reserve, Council has taken the first step in activating this site. In order to meet increasing demand, Council is actively examining constructing two playing fields, pavilion and lighting at the site and looks to State Government financial support. Due to the significant earthworks required for the removal of level crossings, an opportunity exists to reuse the soil in Kingston’s Green Wedge to create regional playing fields on land already under public acquisitions overlays such as the Delta site (91-185 Kingston Road, Heatherton). This would also provide significant cost benefits to State Government. Advocacy to the Victorian Government In May 2017, Council, along with 9 Members of Parliament and the CEOs of the Level Crossing Removal Authority, Parks Victoria and Melbourne Metro Rail Authority, wrote to the, Premier of Victoria, the Hon Daniel Andrews, outlining the strategic opportunity to reuse soil from the level crossing removal project to develop sportsgrounds at the Delta site and Spring Road Reserve. Council will continue to advocate to local Members of Parliament, the Education Department and Sport and Recreation Victoria to seek continued and equitable use of school grounds as community facilities.


7 Byron Douglas, Mordialloc Motor Yacht Club Wishes to be heard at Council Submission: Mordialloc Creek

Officer Response: The forward capital works plan includes budget allocation for proactive maintenance of mooring infrastructure within Mordialloc Creek. Council has completed $80,000 maintenance work to mooring infrastructure within Mordialloc Creek as part of the 2016/17 Capital Works program. ‘Included within the Long Term Financial Plan for Capital Works is the dredging works to the Mordialloc creek, the dredging works are forecast for the 2018/19 year of the Capital Works budget. As part of the planning for the project works Council is considering best cost options that consider; construction methodology and environmental management given the existing site conditions and soil profile.’


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Submission

Council will engage with stakeholders at the Mordialloc Creek in reviewing the Masterplan and the draft Mooring Policy. A draft Mooring Policy will be considered by Council at the June Ordinary Council meeting.


3.2 Website and online survey

475 visits to the Council Plan webpage (410 unique).

The online survey questions asked about improving customer service, input to Council decisions, improving engagement with the community and advocacy.

12 online surveys were completed.

A number of verbatim comments were received from the people completing the surveys (see attachment 2 & 3). They covered a broad range of topics including:

o Access and employment for people with disabilities

o Feel positive about specific focus on reducing family violence. Support for

services for mental health, older people and addressing social isolation

o Housing affordability and housing quality

o Improving Dingley

o Kingswood Golf course

o More accessible engagement (online, face-to-face and paper based.). Come to

the community – pop ups or presence at Council events.

More feedback or ‘progress reports’ on complaints

More local consultations on key issues

Provision of ample sports grounds

4. Conclusion

A 28-day public consultation period was held for the Draft Council Plan 2017-21 and Strategic Resource Plan. Nine community members attended the public information session about the Council Plan and budget on 10 May. Council received seven written submissions relating to the Council Plan / Strategic Resource Plan. Detailed responses to each of the formal submissions will be provided following the adoption of the Council Plan.


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Appendices

Appendix 1 - Submissions Received on the Draft Council Plan 2017-21 (Trim No 17/80155) ⇩

Appendix 2 - Draft Council Plan 2017-21 - online consultation report (Trim No 17/79810) ⇩

Appendix 3 - Draft Council Plan 2017-21 consultation - online survey verbatim comments (Trim No 17/79807) ⇩

Author/s: Annette Forde, Acting Team Leader Corporate Performance

Reviewed and Approved By: Caroline Reidy, Manager Finance and Corporate Performance

Paul Franklin, General Manager Corporate Services

3.2

SUBMISSIONS RECEIVED ON THE DRAFT COUNCIL PLAN 2017-21

1 Submissions Received on the Draft Council Plan 2017-21 ........ 33

2 Draft Council Plan 2017-21 - online consultation report ............ 47

3 Draft Council Plan 2017-21 consultation - online survey verbatim comments ....................................................................... 57

Appendix 1 3.2 Submissions Received on the Draft Council Plan 2017-21 - Submissions Received on the Draft Council Plan 2017-21

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Appendix 2 3.2 Submissions Received on the Draft Council Plan 2017-21 - Draft Council Plan 2017-21 - online consultation report

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Appendix 3 3.2 Submissions Received on the Draft Council Plan 2017-21 - Draft Council Plan 2017-21 consultation - online survey verbatim comments

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Agenda of Special Meeting of Council - 5 June 2017€¦ · Special Meeting of Council Monday, 5th June 2017 Commencing at 7.00pm ... 3.1 2017/18 BUDGET SUBMISSIONS Contact Officer:

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